How to Write a Joining Letter?

Getting selected for a job is not always about receiving an appointment letter as there are various additional documents you need to submit to your employer. One such document being the joining letter. A well-crafted joining letter can help you make a great impression in front of your employer and the company. If you are someone who has recently been selected for a job profile or are looking for effective tips on how to write a joining letter then this blog will provide you with the essentials of how to write a joining letter along with elaborating its format through adequate samples!

What is the Joining Letter?

Want to know how to write a joining letter? Before that, you must know what exactly it is! A set of letters sent by the selected candidate to the employer in regard to job acceptance is called a joining letter or a job acceptance letter. It is written when the shortlisted candidate has been issued the appointment letter mentioning the terms and conditions of the job.

Difference between a Joining and Appointment Letter

Both appointment and joining letters play an important role in the process of recruitment but are entirely different from each other. An appointment letter is an official document provided by the company to the candidate who has been offered the job profile. It contains all the relevant details related to the job like the responsibilities, the designation of the candidate, salary annexure, incentive plans, probation period, rules and regulations, leave policies, etc. The probation period generally lasts up to 3-6 months or can even be extended to 1 year, depending upon the company. If the candidate is able to meet the expectations of the company, then they are confirmed for the job. This shows that the appointment does not necessarily mean confirmation. It is only confirmed once the candidate successfully completes the probation period in the company.

On the other hand, a joining letter is submitted by the shortlisted candidate to the company stating as a proof of acceptance of the job offer and particular date of joining. Along with a lot of paperwork and other formalities, the candidate is asked to submit a joining letter in a predefined format.

Appointment Letter Format

As discussed, the purpose of an appointment letter is to provide the selected candidate all the relevant information pertaining to his duties and profile. Enlisted are the key points which are mentioned in the appointment letter:

How to Write a Joining Letter?

There are some important points to remember while drafting an official letter because we often find difficulty in composing a good and effective letter. This happens due to the lack of clarity and inefficiency. Written communication skills to draft business and employment letters have become an absolute need for making our opinions or message more persuasive. Here are a few things you must ensure while drafting a joining letter:

Ensure that your highlighted points are brief.

Keep it relevant and coherent.

Avoid the use of inappropriate language, jargon, and technical phrases.

Proofread for any grammatical and spelling errors.

Use the formal and communicative tone and language.

Presentation of the joining letter should be followed by subject matter, salutation, body, complementary closures or signatures, designation, and enclosures, if needed.

Below listed are important points that need to be clearly mentioned in the joining letter.

Name of the receiver, designation, and address.

Subject and reference number, if your offer letter has the letter number.

Attach the required documents and mention them in the enclosure column.

Mention the documents that you may not be able to submit on an immediate basis.

Joining Letter for a Management Trainee Officer

Joining Report Format

Joining report plays a significant role in big business houses, companies and job sector. Before joining the organization, new employees ranging from teachers, professors, freshers to engineers need to submit the joining report in order to get their salary, benefits and performance report procedure started. Here is the format for the same:

Joining Letter Format

Joining Report After Leave

At times, some existing employees take paid or duty leaves for certain purposes. To inform the management about the same, one can send a joining report. The format of which has been mentioned below:

Important Tips on Writing a Joining Letter

We have listed down some useful tips you must keep in mind while writing a joining letter:

Ensure that you are adding all the right details regarding the address, designation and other crucial matter.

Use a formal tone of writing and keep it professional throughout the letter.

Don’t forget to add a relevant subject before the main body of content.

Don’t be too extravagant while congratulating the new joining employee.

Avoid using complex or long sentences that might confuse the reader.

Keep the letter short and don’t overcomplicate but draft it in a simple and concise manner.

FAQs

What is a joining letter?

A Joining Letter is a letter of intimation written by the new employee to the employer and indicates the new employee’s willingness to accept the job offered by the employer.

How to write a joining letter?

The key elements you need while writing a joining letter are:1. Date2. Name of the Manager, Designation & Address3. Subject4. Greeting5. The main body of content6. A closing line like Yours Faithfully, Yours Sincerely, etc.7. Your Name8. Attach the documents required and mention them in the final enclosure column.

How do I write a joining letter after transfer?

While writing a joining letter after transfer, the format largely remains the same but you must express your willingness to take up the new role and accept the transfer. You must follow a formal tone and keep the letter concise and coherent.

We hope this blog familiarised you with key elements on how to write a joining letter. You can also reach out to our experts at Leverage Edu for guidance related to writing SOPs, LORs and job-winning resume.

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About Us

An AI enabled marketplace, Leverage Edu helps school students, college students and working professionals with
career guidance and mentorship. Our platform helps students and professionals discover 300,000+ programs, and
use our AI tool to understand what's the next right career and higher education option for them. Leverage Edu’s
experienced mentors help students bridge the gap between where they are today and where they want to be.

Why Leverage Edu?

Leverage Edu is a one-stop-shop for all your career-related needs - right from finding the best-fit college to
helping you find accommodation at the best prices. With data-first approach at Leverage Edu, you get 100%
customised services that resonate with your personal career needs.

What We Believe in

Each one of us has got something unique enough to be successful; we believe in bringing you closer to that
‘something’ and helping you leverage it!